The Toastmasters calendar lasts runs on a 12-month cycle, similar to the notion of calendar for how we mark time from year-to-year. One definite distinction from the January to December format used in many cultures is precisely when the annual cycle occurs, which in Toastmasters International is July to June.
A primary way that most people experience Toastmasters is through a club experience of applied practice in communication, organization and some measure of facilitated leadership. This offering today aims to introduce the notion of defined leadership roles within the context of managing individual clubs. This intended audience for this message would be Toastmaster members curious about club officer roles, whether of their own accord or through a service request from another member of a club where you are a member.
The club officer roles as defined at this writing are President, Vice President Education, Vice President Membership, Vice President Public Relations, Secretary, Treasurer, Sergeant at Arms and Immediate Past President. I recommend visiting the Club Officer Resources page for the latest Club Officer Handbook (PDF), which defines and offers specific advice for how to conduct individual roles.
Each role has specific responsibilities as spelled out in the handbook. The President is tasked with 1) presiding over meetings, 2) working with other club leaders to earn Distinguished Club recognition, 3) offering leadership and guidance to the club as required, and 4) facilitating member progress in the Pathways learning experience in an online tracking package called Base Camp. The president serves as one of the Club’s representatives on Area and District Councils.
The Vice President Education is responsible for 1) coordinates the club schedule, 2) supports the education program as a resource for questions, 3) manages Base Camp, 4) plans and manages speech contests, 5) manages the club mentorship program and 6) facilitates member progress in the Pathways learning experience in an online tracking package called Base Camp. The speech contest kit is located here. In what feels like potentially old information, the club mentorship program kit is located here; As the mentoring process has transformed with the Pathways learning experience, I recommend aiming to incorporate the useful parts of the old process with relevant directions from the current offerings. The vice president education serves as one of the Club’s representatives on Area and District Councils.
The Vice President Membership 1) recruits new members, 2) conducts membership building programs, 3) assists guests with activities that can include answering direct inquiries as well as distributing guest packets and 4) processes membership applications. The vice president membership serves as one of the Club’s representatives on Area and District Councils.
The Vice President Public Relations 1) publicizes the club to members as well as external audiences through media outlets while 2) safeguarding the branding, trademarks and copyrights of Toastmasters. Some common external media outlets include LinkedIn, Facebook, Twitter, YouTube, Meetup, Patch, newspapers, radio, television, podcasts and blogs.
The Secretary 1) takes the minutes at each club meeting and executive committee meetings, 2) maintains the club files, 3) reports the new officers on the Toastmaster International site after elections and as needed, and 4) facilitates member progress in the Pathways learning experience in an online tracking package called Base Camp.
The Treasurer is the club accountant. In addition to 1) overseeing the club accounts, the treasurer 2) collects membership dues payments and 3) pays bills for the club. Within some clubs, this includes creating a club bank account, facilitating third party payment options such as PayPal or Venmo, and making financial reports to the club. The recommended frequency for reporting back to the club, as stated in the Club Officer Handbook, is at least quarterly.
The Sergeant at Arms 1) tends to club property, 2) coordinates club meetings, 3) accommodates individuals with disabilities and, 4) in the age of online and combined online and in-person meetings, aims to make for a constructive meeting for both types of meeting participants. The opportunity for making this role your own rests with considering ways that special needs like venue changes, hybrid meetings or contest logistics and open houses can work best.
The Immediate Past President offers a voice of experience through the Toastmasters experience in a club setting. A primary responsibility for this role includes helping new officers in their roles while ensuring continuity with past terms. One of the roles also includes in recruiting members to serve as club officers when the next round of elections for club officer roles is due within your club. Some clubs hold elections every six months, whereas others do so annually.
All club officers are asked to 1) attend officer training (sometimes called Club Officer Training or Toastmasters Leadership Institute) once for each 6-month term, 2) participate in the Club Success Plan, 3) attend club executive officer meetings, 4) attend club meetings regularly and 5) be aware of important dates and deadlines.
Matt – Monday, April 11, 2022
Matt Lynn Digital 